Applied Science and Engineering Group

Montreal SP Subgroup Executive Meeting- Minutes- May 19, 2026

Published | Last updated 12 hours ago
Minutes of the Montreal SP Subgroup Executive Meeting, May 19, 2026
Published | Last updated 12 hours ago

Minutes of the Montreal SP Subgroup Executive Meeting, May 19, 2026

May 19, 2026

Participants

In attendance:

President: Patrick M. Manseau

Vice-President: Alina Sofian

Secretary: Virginie Fourrier

Treasurer: Tom Robinson

Member-at-Large: Alexander Donaldson

Member-at-Large: Pascal Dehasse

Member-at-Large: Martin Pilote

Member-at-Large: Bita Samim

Member-at-Large: Corinne Simard

Regrets:

Member-at-Large: Mélanie Carbonneau

Member-at-Large:  Cassandra Bolduc

Agenda

  1. Call to Order
  2. Opening Remarks (Patrick/All)
  3. Roundtable Introductions (All)
  4. Adoption of the Agenda (All)
  5. Presentation of the SP-Mtl’s Shared Google Drive (Patrick)
  6. Next Steps After the AGM (Patrick/All)
  7. AGM Postmortem (All)
  8. Discussion on Upcoming Activities (All)
  9. Sugar Shack Financial Update (Corinne)
  10. Training for Executive Members
  11. Miscellaneous (All)
  12. Estimated Date of the Next Meeting (All)
  13. Closing of Meeting
  14. Call to Order

The meeting began at 7:00 p.m.

  • Opening Remarks

Opening remarks from Patrick, thanking the executive committee members for attending the meeting.

  • Roundtable Introductions

Roundtable discussion, everyone introduced themselves.

  • Adoption of the Agenda

Agenda moved by Alina, seconded by Virginie.

  • Presentation of the SP-Mtl’s Shared Google Drive

Patrick created a shared Google Drive for the subgroup. An invitation to access it was emailed to each committee member.

Patrick presented the organization of the shared space and the documents that are already stored there.

Patrick’s follow-up action: create a guide on how to access and use the shared spaces for members who are less familiar with them.

  • Next Steps After the AGMDocuments to be submitted to PIPSC following the AGM and annual allowance:

Patrick has confirmed the actions to be taken following a subgroup AGM, as outlined in the bylaws.

8.1.8 Filing of Documents: Each year, following the Annual General Meeting, the Group Executive shall submit a copy of the draft AGM minutes, the annual financial report and the elections report to the Office of the Executive Secretary of the Institute prior to the end of the calendar year.

The documents were sent by Tom. The subgroup’s annual allowance can therefore be obtained quickly.

Follow-up action: update the signatures.

  • AGM PostmortemThe AGM was held on May 6, 2026. A wonderful evening, insightful remarks from the guests, keen interest from the members, and positive feedback afterward.Event Planning: 59 members confirmed their attendance via the confirmation form, 2 guests (Stéphanie Fréchette, full-time Vice President of PIPSC; Sarah Marcil, Secretary of the SP Group Executive), and a 7-member band.D-Day, actual attendance: 40 members, the band, Sarah Marcil, and Stéphanie Fréchette. Departments represented at the AGM:ECCC: 16 membersHealth Canada: 21 membersSpace Agency: 2 membersTransport Canada: 1 memberA lot of no-shows. Possible solution to prevent this situation from happening again: Send members a confirmation and reminder regarding registration for the AGM. Clearly ask them to give x days’ notice before the event if they are ultimately unable to attend. Indicate that costs are incurred; recovery of those costs could be considered if they do not give advance notice of their absence (check whether this is actually possible; if not, at least make them aware of the costs incurred and lost).Determine the AGM budget before the event and find a venue that fits the budget. Find a venue that offers as much flexibility as possible in terms of adjusting the number of attendees.Check the policies regarding PIPSC participation—maximum amount per member for meals and gifts. Since interest in participating seems to be higher, there is no longer a need for incentives to attract members to the event.Music band: There were 7 people in the band; they weren’t paid, but their meals and drinks were provided. Depending on the budget, it might not be possible to invite them next year.Determine how we can improve participation and representation from all the departments in the subgroup.The “sit-down dinner plus band” format isn’t as conducive to networking. Another approach could also be considered to facilitate conversations.
  • Discussion on Upcoming Activities

Corinne wants to plan a brown bag session at the Space Agency; this will be approved by the committee if the budget allows, and unanimous approval has been granted.

Alex says there will certainly be requests for brown bag sessions to discuss the negotiations over the summer.

  • Sugar Shack Financial Update

The event cost a total of $3,500; $2,500 was paid by Better Together.

Corinne navigated the policies and submitted formal grant applications. According to her, all policies were followed for the sugar shack event, which made it possible to secure the maximum amount of grants.

Follow-up action: summary email from Corinne.

  1. Training for Executive Members

A training session for executive members will be held on June 12 and 13. Several committee members expressed their interest, even though some had not received the initial invitation.

  1. Miscellaneous (All)

Tom says that the check for the AGM has been cashed. The annual allowance will arrive within the week.

  1. Estimated Date of the Next Meeting (All)

The next meeting will take place in August; the date will be announced at a later time.

  1. Closing of Meeting

Closing of the meeting: 8:30 p.m.